In business you have people who buy your goods or services. These are your Clients.
Learn to manage computer files into a customer specific document storage box or folder into which you will be organizing computer files specific to each customer into these folders.
Later when you searching for correspondence pertaining to a specific customer, you will find it all in that customer’s specific location.
It’s that simple!
So let’s start by creating a folder called “Office CLIENTS” as a branch of your main tree which I have called “YOU”.
Creating a Client Folder Template
We are going to start by creating a template which you can use for each new customer.
We do it like this.
You have now created a document storage box of folders as a template.
Depending on your type of business, you may want to add additional folders.
Do this now so that you have a template with folders which is custom made for your specific business needs.
From Template to Individual Clients
We will now copy the template as many times as it is necessary to create a folder for each of your customers.
I am going to copy and paste three folders and will name them “A, B and C”.
You will eventually be naming your folders with actual customer names.
Go ahead and copy the folder “Folder Template A” together with all its sun-folders, paste it as a sub-branch of “Office CLIENTS” and rename it “A”.
♥ Tip ♥
If you are not sure how to copy and name folders click on the link to open up Computer File Systems - Files and Folders.
Next copy, paste and rename your “Folder Template A” to create two additional client folders. Mine are called “B and C” respectively.
Correctly Naming e-Files
Here is how I name my e-files.
Look at the example “20100301 - T Jane Newsletter #25”.
This is an e-mail which I sent to Jane, the purchasing manager for my client A.
I sent her our Newsletter #25 on the 1st of March 2010.
20100301 = the date when the e-mail was sent;
T = It was sent To the customer
Jane = The person to whom it was addressed
Newsletter #25 = The subject of the correspondence.
Always start the name of your files with the date when it was sent (T) or received (F).
If the documents arrive in hard copy format such as facsimiles or letters, scan them into PDF (Portable Document Format) documents, then name and save them in the same way.
Refer to my example “20100323 - F Jane re Party Invite”.
This was a fax which I received from Jane (F Jane) on the 23rd of March 2010 (20100323), replying to a party invitation (re Party Invite).
Once you have scanned the document send the paper for recycling. In this way you will not only save on paper home filing systems but you will have all correspondence relating to your customers in one place.
Not to mention that you will be saving lots of trees.